SALES/CONFERENCE & MEETING SERVICES

[Pages:2]Meeting /Banquet Room Information

Audiovisual Equipment Prices

(Prices are for each item, per day)

25" TV Monitor & VCR/DVD Combo Overhead Projector Flipchart, Easel, & Markers Flipchart with Post-It Paper Whiteboard & Easel A/V Cart

$75.00 $100.00 $25.00 $40.00 $35.00 $10.00

LCD Projector w/ Remote

$350.00

Extension Cord or Power Strip

$5.00

Basic Speaker Phone

$20.00

Conference Speaker / Polycom SoundStation $75.00

Wireless Microphone & Tabletop Podium $35.00

Wireless Microphone & Standing Podium $35.00

The sales department will be pleased to rent any equipment you may require for your meeting or program. Please order this equipment at least 72 hours prior to your function.

SALES/CONFERENCE & MEETING SERVICES

We offer three comfortable meeting rooms, at very competitive rates. We excel in accommodating the unique needs of each client, whether it is for a small business meeting or a mid-size banquet. All rentals include 1 Gallon of Coffee, Water Station, & high speed or wireless internet.

Boardroom: 288 Square Feet. $300.00 day rental until 5PM / rate does not include tax &service charge) A food & beverage minimum of $300.00 is required for evening functions. (This rental includes a White Board)

Hampton Ballroom: 1764 Square Feet. $700.00 day rental until 5PM rate does not include tax and service charges. A food & beverage minimum of $2,000.00 is required for evening functions. (This Rental includes a 10 x 10 Dropdown Screen)

Pembroke: 912 Square Feet. $350.00 day rental until 5PM / rate does not include tax and service charge. A food & beverage minimum of $1000.00 is required for evening functions. (This Rental includes a 10 x 10 Dropdown Screen)

21% Gratuity Will Be Added To All Food, Beverage, and Meeting Room Rental, and Audiovisual Charges. Virginia Law Requires That Gratuities Be Taxed 11%. The Current Taxes Are As Follows (subject to change): Food & Beverage Tax Is 10.5% Audiovisual Tax Is 5% Room Rental Tax Is 5%

The Hampton Ballroom can be divided in half . . .

Hampton East: 810 Square Feet (Hampton Ballroom divided in half) for day rental: $350.00 day rental until 5PM rate does not include tax and gratuity. A food and beverage minimum of $1,000 is required for evening functions for either room. (This Rental includes a 10 x 10 Dropdown Screen)

Hampton West: 1008 Square Feet (Hampton Ballroom divided in half) for day rental: $350.00 day rental until 5PM rate does not include tax and gratuity. A food and beverage minimum of $1,000 is required for evening functions for either room. (This Rental includes a 10 x 10 Dropdown Screen)

Meeting Capacity Chart

Banquet 8

Board Room

288

12' x 24' 9

N/A

N/A

N/A

N/A

8

N/A

N/A

Hampton Ballroom

1764

63' x 28' 9

100

150

96

140

50

60

66

Hampton East

810

27' x 30' 9

40

60

32

60

20

20

26

Hampton West

1008

36' x 28' 9

60

90

48

80

30

36

42

Pembroke

912

38' x 24' 8

40

70

48

60

20

20

26

General Information

Meal Guarantees Hotel policy requires a pre-guarantee be given to our Sales Department 7 working days prior to your function. A final guarantee must be given 3 working days prior to your function. You will be charged for this guaranteed or for the actual number that attend, whichever is greater.

Menu Selections Complete menu selections must be made at least 2 weeks prior to your planned function date unless prior arrangements are made. Please limit your menu to one selection for seated banquets. Our chef will be pleased to cater your special menu upon request.

Food Service The Hilton Garden Inn Virginia Beach Town Center is responsible for the quality and freshness of food served to all guests. Due to current health regulations, food may not be taken off the premises after it has been prepared and served.

No food and/or beverages of any kind is allowed to be brought into Hilton Garden Inn Virginia Beach Town Center by any guest or function attendee. All food, liquor, wines and beer must be supplied by Hilton Garden Inn Virginia Beach Town Center.

Prices As the market price for food products fluctuate widely, our prices are subject to change without notice. We recommend you confirm all costs with our Catering/Sales Department prior to your function.

Room & Rental Function rooms are assigned according to the anticipated number of attendees. If there are fluctuations in this number the hotel reserves the right to reassign the banquet or function room accordingly. The hotel reserves the right to charge a service fee for set-up on meeting rooms with extraordinary requirements or if sleeping room pick-up is lower than anticipated. Notice will be given to the client if a charge is applicable.

Alcoholic Beverages It is our policy that all liquor, beer and wine be supplied by the hotel.

Equipment Rentals Should you choose to rent equipment (staging, linens, audio-visual, tents, etc.) the Hilton Garden Inn Virginia Beach Town Center cannot be held responsible for lost or damaged items. Replacement or damage charges will be the responsibility of the client. These charges may be billed up to 30 days after your event.

Conference Services We will contact you to discuss your meeting room needs, along with the finalization of your sleeping room requirements. If, in the meantime, you wish to discuss your food and/or beverage requirements, please feel free to contact us.

Gratuity and Sales Tax To Ensure The Superior Service Of Hilton Garden Inn Virginia Beach Town Center, 21% Gratuity Will Be Added To All Food, Beverage, Meeting Room Rental, and Audiovisual Charges. Virginia Law Requires That Gratuities Be Taxed 11%. The Current Taxes Are As Follows (subject to change): Food & Beverage Tax Is 10.5% Audiovisual Tax Is 5% Room Rental Tax Is 5%

Liability The Hilton Garden Inn reserves the right to inspect and control private functions. Liability for damage to the premises will be charged accordingly. The hotel cannot assume responsibility for personal property and equipment brought into the conference area.

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